Virtual Conference Platform: A Microsoft Teams platform will be used for presentations, workshops, networking sessions, and poster presentations online. This platform is chosen because it is reliable and user-friendly and can accommodate this type of conference.
Early Communication: All participants, speakers, sponsors, and attendees will be notified as early as possible about the shift to a virtual format. Clearly communicate the reasons for the change and provide guidance on how to participate virtually.
Revising Agenda and Schedule: We will adjust the presentations to accommodate virtual attention spans and time zone differences and ensure adequate breaks between sessions.
Technical Support: We will provide technical support to speakers and participants to ensure a smooth experience during the virtual event and conduct pre-event rehearsals to ensure speakers are comfortable with the platform and technology.
Interactive Tools: We will use interactive features available on the virtual conference platform, such as Q&A sessions, chat rooms, and live polls, to facilitate engagement and interaction among participants.
Virtual Poster Sessions: We will adapt the poster presentation format to an online environment. Participants can submit digital posters and create short video presentations to accompany their work. Schedule specific time slots for interactive poster sessions where presenters can discuss their work with attendees.
Recording Sessions: We will ask for permission to record the presentations, workshops, and keynote speeches during the virtual event. This will allow registered participants to access the content on-demand, even after the event has concluded.
Networking Opportunities: We will set up virtual networking lounges or breakout rooms where participants can interact and network informally with each other. Consider using icebreaker activities to encourage engagement.
After the virtual workshop concludes, we will explore options to keep the momentum going. This could include creating a virtual library of recorded presentations, encouraging ongoing discussions on a dedicated online forum, or planning follow-up webinars or workshops.